WWEC 02 Policy and procedures child protection screening and training children's / youth. ministry workers

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1 WAGGA WAGGA EVANGELICAL CHURCH PO Box 817 WAGGA WAGGA NSW 2650 ABN WWEC 02 Policy and procedures child protection screening and training children's / youth Introduction ministry workers Wagga Wagga Evangelical Church loves and values children as Jesus did. As a result the church considers it a privilege to teach and instruct children and contribute their knowledge and love of God. The following information outlines policies procedures for the screening and training of children's/youth ministry workers. These policies and procedures aim to ensure the safety and welfare of children and youth in our care, and to minimise the risk of anything detracting from our mission of 'Building Christ's Church by proclaiming God's Word'. 1. Screening a. Screening children s / youth ministry - Volunteer / unpaid workers In the interests of caring for children and youth in our church, as well as the ministry workers who serve them, the following procedures will be undertaken by the church for any person considering commencing any children's/youth ministry role: 1. The ministry team leader notifies the child safety officer that there is a new children's/youth ministry worker. 2. The child safety officer provides the new ministry worker with a Wagga Wagga Evangelical church Children/Youth ministry pack including: The Volunteer/Student Declaration form: volunteer_declarations/print_form/print WWEC 02 Policy and procedure - child protection screening and training children's / youth ministry workers WWEC 03 Policy and procedure - Serving in children's / youth ministry WWEC 04 Policy and procedure - Child protection reporting, managing incidents and risk WWEC 05 Policy and procedure - Child protection record keeping Wagga Wagga Evangelical's Children/Youth Ministry Declaration. 3. The new children's/youth ministry worker reads the documents, completes and signs the Volunteer / Student Declaration as well Wagga Wagga Evangelical's Children/Youth Ministry Declaration form. 4. The completed forms are returned to the ministry team leader who sights relevant photo ID and signs the bottom of the Volunteer/Student Declaration form. 5. The ministry team leader then notifies the allocated person (see Appendix 1: Reference Checks for Unpaid/Volunteer Workers) by that a reference check is required.

2 6. Allocated person contacts referee/s by phone and records relevant information on the Reference Check Template (see appendix 2). After confirming the person is suitable to work with children the allocated person notifies the relevant ministry overseer and the person overseeing child protection by Both declaration forms and the completed reference check are retained securely on file as evidence the screening process has been completed. 8. The new children's ministry worker can begin serving in children's ministry. b. Screening children s / youth ministry - paid workers The following screening procedure is to be completed prior to making any offer of employment for a paid ministry worker 1. Senior pastor advises the child safety officer that a working with children background check is required for a preferred applicant for a paid employment position. 2. The Child protection officer s the preferred candidate to initiate the 100 point ID check and completion of the Applicant Declaration and Consent Form (using template in Appendix 3). 3. The preferred applicant provides 100 points of ID (see Appendix 4) to be sighted by the senior pastor. The pastor must sight the original documents. The pastor will then note on the form in Appendix 4 what documents where used and the points value for each document to total a minimum of 100 points. The pastor will take copies of the documents provided for the applicants file. The senior pastor will the Child Protection officer confirming this process has been completed. 4. The preferred applicant completes the Applicant Declaration and Consent Form located at: and gives the form to the child safety officer. 5. The Child safety officer prints and completes the Employer Request for Background Check Form located at: 6. The Child safety officer checks applicant's form is complete and has been signed. 7. The Child safety officer submits the Employer Request for Background Check form AND page 1 of the Applicant Declaration and Consent form by fax to our Approved Screening Agency: Communities NSW (Commission for Children and Young People) Fax: Ph: check@kids.nsw.gov.au 8. The senior pastor retains a copy of both forms on the potential applicant's file in a secure location. 9. The Approved Screening Agency will confirm the outcome of the screening check with the senior pastor. The response is retained on the applicant's employment file. 10. The Senior Pastor provides a copy of Wagga Wagga Evangelical Church s serving child protection policy statement as well s Wagga Wagga Evangelical church s Child protection procedures statement 2

3 c. Screening of non members and external service providers It is necessary for members of other churches who will be assisting with children's/youth ministry at Wagga Wagga Evangelical Church to complete a Volunteer/Student declaration form ( check.kids.nsw.gov.au/handler/volunteer_declarations/print_form/print) and have this signed by a Wagga Wagga Evangelical Church representative. It is not sufficient for them to provide a copy of a declaration completed at another church for other ministry purposes. In these instances helpers generally come from churches known to Wagga Wagga Evangelical Church who employ similar screening and training policies and procedures. Consequently no further screening or training is provided for non members, however it is necessary for all children's/ youth ministry workers to adhere to procedures outlined in Wagga Wagga Evangelical churches Wagga Wagga Evangelical church s Child protection procedures statement. Non members acting in a team or leadership role will be provided a copy of this document. Non members should only be used in a supplemental capacity, and it must be ensured that at all times their ministry is conducted in the presence of a Wagga Wagga Evangelical church member who has been screened and selected in accordance with the NSW Commission and Safe Ministry requirements. It must also be confirmed that external service providers assisting in children's/youth ministry (eg a speaker at a youth camp, a specialist in outdoor instruction) have been screened and selected in accordance with the NSW Commission and Safe Ministry requirements. An external provider should only be used in a supplemental capacity, and it must be ensured that at all times their ministry is conducted in the presence of a Wagga Wagga Evangelical church member who has been screened and selected in accordance with the NSW Commission and Safe Ministry requirements. d. Screening FAQ s What if the senior pastor is unavailable and a background check is required for a paid worker? Peter Blanch (as current senior pastor) is registered as an authorised representative with our Approved Screening Agency. However, if Peter Blanch is unable to complete this check for any reason Stephen Cox (pastor) and Jane Greenlees (child safety officer) are also registered as an authorised representative and can therefore submit and receive notification responses from our Approved Screening Agency. What if we want to change or amend the details of our authorised representative? An Amendment to Employer Registration Details form must be completed and submitted by fax to our Approved Screening Agency by our authorised representative. This form is located at: check.kids.nsw.gov.au/amend-employer-registration.php Note: Wagga Wagga Evangelical Church s employer ID no. is Can we request background checks for non-paid (volunteer) workers? No, this is not permitted through our Approved Screening Agency. A thorough screening process including declaration, identification and reference checks, and signed statements are sufficient for unpaid workers. If you have particular concerns, other checks such as a general criminal record history check are available over the counter from the NSW Police for a fee of approximately $50 (see Guidelines Section 1.1 Employers). Can the background check be repeated for a paid worker? 3

4 No, this is not permitted unless the person is appointed to a new AND different child-related position with the same employer. In this instance considerations in terms of risk related to the role, work environment or work tasks has to have altered significantly. What if a background check for a paid worker returns a "relevant record"? In the case of a check returning a relevant record Wagga Wagga Evangelical Church would engage the services of Sydney Anglican Professional Standards Unit to undertake a risk assessment. This is required before appointing someone who has: Been acquitted of a charge of an offence against a child; Had a charge of an offence against a child not proceed; Had a prohibited status under applicable child protection legislation lifted; or Been the subject of Church disciplinary proceedings involving child abuse. For further detail review the Anglican Safe ministry material: 2. Training a. What training do we use? Wagga Wagga Evangelical Church uses the Youthworks training package approved by the Sydney Anglican Safe Ministry Board (previously Professional Standards Board). The training includes two components: Part 1 - Leading children and youth (2 hours) This provides basic leadership training for young and/or inexperienced ministry workers. Part 2 - Protecting children and youth (2-3 hours). The focus of this part is on maintaining a safe ministry including relevant legislation. Who and when do we train? Everyone involved in working with children and youth at Wagga Wagga Evangelical Church will complete the Youthworks safe ministry training. Wagga Wagga Evangelical Church will arrange the training regularly as the need arises. There is to be no cost to participants. People who are new to children's/youth ministry must complete Part 1 and Part 2 of the training. Where possible this training will be undertaken within three months of commencing ministry. Once people have completed Part 1 and Part 2 once, it is necessary for everyone to repeat Part 2 once in every three year period to refresh and update their knowledge. A less detailed training program is undertaken for junior leaders, particularly in relation to Part 2. A junior children's ministry worker is defined as a person under the age of 16 years, who acts as a helper, is supervised at all times by an experienced ministry worker, and is not in a paid or supervisory ministry position. Junior leaders will only need to attend for part of the whole 4-5 hour training day as advised by the trainer. What if training isn't possible? Where there is 'just cause' as to why a ministry worker has not completed training within the necessary timeframes, the ministry worker needs to be under 'direct supervision' of a trained ministry worker. 4

5 The 2010 Guidelines defined direct supervision as 'a supervisor is on site and observes the worker for the whole time they are with children (except for infrequent and short breaks)'. The 2007 Guidelines defined 'direct supervision' as ' always operating in the view of an adult who has the authority to direct them' except for periods of no more than 'a few minutes'. If a ministry worker indicates they are unwilling to attend the training at any point in the future without 'just cause they are unable to serve in children's/youth ministry at Wagga Wagga Evangelical Church. 3. Related policy and procedures WWEC 01 Policy and procedure Privacy and information management WWEC 03 Policy and procedure - Serving in children's / youth ministry WWEC 04 Policy and procedure - Child protection reporting, managing incidents and risk WWEC 05 Policy and procedure - Child protection record keeping 4. References The information contained in this document has been developed with reference to: Working with Children Employer Guidelines issued by the NSW Commission for Children and Young People in March WWCC_Guidelines_Feb2010_full.pdf Sydney Anglican Network's Safe Ministry Resources Safe Ministry (Youthworks) training folder. Review This policy will be reviewed before 31st December

6 Appendix 1 - Reference checks for unpaid/volunteer workers The persons allocated for completing Reference checks for volunteer workers are: Youth church Stephen Cox Kids church Sarah Blanch Crèche Sarah Blanch Youth group Peter Blanch Women's growth group crèche Stephen Cox Scripture teaching Stephen Cox 6

7 Appendix 2 - Wagga Wagga Evangelical Church Reference Check Template Copy and past in the reference check when it is completed 7

8 Appendix 3 - template to be sent to potential paid worker Subject: Working with children background checks Name, I have been advised that you are considering undertaking a paid employment role with Wagga Wagga Evangelical church. It is necessary for a number of pre-employment checks to be completed relating to child protection legislation before an offer of employment can be made for a role defined by the Commission as child related employment (which includes all paid roles at Wagga Wagga Evangelical church). To start this process could you please complete the following tasks: point ID check The Commission requires our authorised representative (Peter Blanch) to confirm your identity by sighting 100 points of ID before we can arrange a working with children background check. I have attached the points table which provides info about what ID s can make up the points. Peter must sight the original documents. Copies will be taken for church records. 2. Applicant Declaration and Consent Form The form is downloaded from the following location: You can complete the form online (then print it) or print it off and hand write it. The form requires you to tick a box confirming you have read relevant sections of the Employer Guidelines regarding working with children. For your reference this document is located at: kids.nsw.gov.au/uploads/documents/wwcc_guidelines_feb2010_full.pdf When you have completed the form please return it to me in a sealed A4 envelope. I will then attach some other forms to the envelope (and instructions for Peter to complete submission). At no time will I or anyone other than Peter open the envelope you provide or view your completed form, and results notification will be sent directly to Peter. If you have any queries in relation to the administration side of things (eg filling out the form etc) please let me know. If you have any queries in relation to any higher level aspects of the background check, please speak with Peter. Regards, Name 8

9 Appendix 4 - Working with children 100 point identity check Points Documents 70 Verify the name of the preferred applicant using one of: Birth Certificate Birth Card issued by the NSW Registry of Births, Deaths and Marriages Citizenship Certificate Current Australian passport Expired Australian passport which has not been cancelled and was current within the preceding 2 years Current passport from another country or diplomatic documents 40 Verify the name and photograph/signature of preferred applicant from one or more of these (the first item used from this list is worth 40 points. Any additional items used are worth only 25 points each): Current driver photo licence issued by an Australian state or territory Identification card issued to a public employee Identification card issued by the Australian or any state government as evidence of a person's entitlement to a financial benefit Identification card issued to a student at a tertiary education institution. Name of preferred applicant verified in writing, signed by both the person giving it and the applicant, from one of the following: A financial body certifying that the applicant is a known customer. An acceptable referee under AUSTRAC Guideline No Verify name and address of preferred applicant from one or more of these: Document held by a cash dealer giving security over property A mortgage or other instrument of security held by a financial body Council rates notice Document from current employer or previous employer within the last two years Land Titles Office record Document from the Credit Reference Association of Australia. 25 Verify name of preferred applicant from one or more of these: Current credit card or account card from a bank, building society or credit union Current telephone, water, gas or electricity bill Foreign driver's licence Medicare Card Electoral roll compiled by the Australian Electoral Commission Lease/rent agreement Current rent receipt from a licensed real estate agent Records of a primary, secondary, or tertiary educational institution attended by the applicant within the last 10 years Records of a professional or trade association of which the applicant is a member. Applicants under 18 Verify name of preferred applicant using one document from the 70 point list above or a student card or a letter signed by the principal, deputy principal, head teacher, deputy head teacher or enrolment officer, confirming that the applicant currently attends the institution. Employers to note: if an applicant is unable to provide documents to meet the identification requirements due to their personal circumstances or special needs, the employer should contact his or her Approved Screening Agency for assistance. 9

10 Appendix 5 - Child protection definitions Child or children A person 0-15 years of age. A young person or youth is a person who is 16 or 17 years of age. Child abuse Conduct in relation to a child which is bullying, emotional abuse, harassment, neglect, physical abuse, spiritual abuse or any sexual behaviour with or in the presence of a child including sexual communications and gestures, showing sexually explicit or suggestive material and sexual physical contact. Child related employment Employment (paid or voluntary) that: primarily involves contact with children AND involves direct contact with children AND where that contact is not directly supervised by a person having the capacity to direct the employee in the course of employment AND in the specific work environments listed in the NSW Commission's Employer Guidelines. All four criteria must be satisfied for the position to be child related employment. Conviction A charge proven in court and recorded as such, including a finding that the charge for an offence is proven, or that a person is guilty of an offence, even though the court does not proceed to a conviction. Those offences included on a person s criminal record which, because of the passage of time and legislative preconditions having been met, are no longer to be considered in any administrative decision making. Sexual offences and child-related personal violence offences can never be spent" for the purposes of the Working With Children Check. Ill-treatment Inappropriate behaviour towards a child involving excessive correction or discipline or supplying prohibited drugs to a child. Neglect Neglect occurs when a child is harmed by the failure to provide basic physical and emotional necessities of life. For example, failure to provide or arrange for adequate and proper food, supervision, nursing, clothing, medical attention or lodging for a child. Generally neglect offences are linked to a person with care responsibilities for a child, such as a foster carer. Neglect can be ongoing or a single significant incident. However, neglect typically develops as a pattern of behaviour that results in harm to a child over a period of time. For example, accidentally leaving a child locked in a room alone for a short period, and after all standard workplace procedures have been followed, is not considered to be neglect, though it may be inappropriate professional conduct. When considering whether a child is being, or has been, neglected, it may be useful to focus on the effect on the child. Incidents that do not suggest any impact on the long-term physical, emotional or intellectual well-being of the child are unlikely to constitute neglect. Person of interest (POI) A person who has been convicted, accused, is reasonably suspected of, or has admitted to child abuse or sexual offences. 10

11 Physical assault Physical assault must include all three of the following elements: It is an act committed on or towards a child; and It involves either the application of force to a child or an act that causes a child to think that immediate force will be used on them; and It is either hostile or reckless (a reckless act is one where the person would reasonably foresee the likelihood of inflicting injury or fear and ignores the risk). Actual physical harm does not have to occur in order for an assault to have taken place ie the child does not have to be injured. Physical contact which is an inevitable part of everyday life does not amount to an assault. Prohibited person A person convicted of a serious sex offence, the murder of a child, a child-related personal violence offence or a person who has been found guilty of a registerable offence against children under the Child Protection (Offenders Registration) Act Registrable person A person who has been found guilty of a registrable offence against children under the Child Protection (Offenders Registration) Act Relevant record Relevant records include Relevant criminal records, Relevant Apprehended Violence Orders and Relevant employment proceedings. Serious sex offence An offence, involving: sexual activity or acts of indecency committed in NSW and was punishable by penal servitude or imprisonment for 12 months or more; or an offence, involving sexual activity or acts of indecency, committed elsewhere and that would have been an offence punishable by penal servitude or imprisonment for 12 months or more, if it had been committed in NSW; or an offence under section 800 or 80E (sexual servitude) of the Crimes Act 1900, committed against a child: or an offence under Sections G (child prostitution, other than if committed by a child prostitute) of the Crimes Act 1900 or a similar offence under a law other than a law of New South Wales; or an offence under Section 91 H, 578B or 578C (2A) (child pornography) of the Crimes Act 1900 or a similar offence under a law other than a law of NSW; or an offence of attempting, or of conspiracy or incitement, to commit an offence referred to in the preceding paragraphs; any other offence, whether under the law of New South Wales or elsewhere, prescribed by the regulations. Offences that are no longer offences in New South Wales are not included. Offences involving sexual activity or an act of indecency are excluded if the conduct constituting the offence occurred in a public place and would not have constituted an offence In New South Wales if the place were not a public place. Sexual offences include sexual assault, the involvement of children in sexual acts or acts of indecency and any sexual threat imposed on a child. Sexual assault refers to sexual intercourse by a person with a child. 11